Coordinator Of Office Operations - Goucher Prison Education Partnership

Job Description:

The Coordinator of Office Operations manages all Towson campus in-office operations for the Goucher Prison Education Partnership (GPEP). This position selects, trains, and supervises a team of part-time administrative assistants and volunteer workers, and directly oversees and completes projects essential to GPEP's operation. A significant portion of this role is dedicated to ensuring that all necessary materials for every GPEP course are procured, inventoried, prepared, and delivered to the institutions by the first day of classes.

Essential Job Functions:

40 % A. Administrative Assistant Supervision

• Responsible for the recruitment, selection, training, and supervision of part-time office volunteers and administrative assistants working in GPEP's office. This is typically a team of around 10-15 volunteers and part-time workers each semester. Sets schedules, assigns tasks, oversees payroll, manages and implements office protocols, and conducts weekly check-ins, regular staff meetings, ongoing supervision, and mentoring.
• Review team members' bulk printing projects and associated deadlines, such as all-student letters, progress reports, course evaluations, and transcripts, and delegate appropriately to administrative assistants, including slicing for accuracy.
• The COO is ultimately responsible for the completion of all tasks and projects delegated to administrative assistants and office volunteers.

40 % B. Equipment & Material Oversight

• Responsible for the acquisition of course material and for managing GPEP's on- going material inventory, which includes, but is not limited to textbooks, graphing calculators, CD players, art supplies, microscopes and laptops.
• Maintain detailed communication with faculty regarding all materials needed for their courses by internal deadlines, as determined in collaboration with the Senior Site Director. Manage, track, and document the process from the initial request for materials through the moment the materials are transported to the prisons. This includes effectively delegating subprojects to administrative assistants and volunteers and supervising them in in completing their portion of the coordinated process on an appropriate timeline.• Coordinate Towson campus operational needs of GPEP including but not limited to appropriate space, furniture, and technology. Oversee the upkeep of the Towson campus office and the GPEP former student lounge.
• Oversee set-up of student laptops including ensuring the technology meets security requirements as determined by the Department of Public Safety and Correctional Services (DPSCS).
• Work closely with the GPEP operations team in training faculty, particularly as training relates to course materials and procedures for requesting, signing out, and returning those materials.
• Manage some GPEP contracts and related paperwork, e.g.,coordinate copier contract and lease and submit authorization forms for faculty hiring each semester.

7 % C. Database Management & Communications

• Manage the GPEP contacts database (e.g., Constant Contact) and related paper and/or electronic records. Maintain an accurate list of all released and transferred students, including up-to-date contact information. Oversee, implement, and refine a system to ensure that contact information for GPEP's 3000+ constituents is accurate and up-to-date. Monitor GPEP contacts email account to ensure new contacts are added in a timely way.
• Collaborate with GPEP's Director of Continuing Education and Professional Advancement on communications with former students seeking to transition to the Towson campus or seeking support through GPEP's Continuing Education Aid policy.
• Manage acknowledgements and related communications to GPEP donors (e.g., GPEP events, year-end updates) under the supervision of GPEP's Director of Advancement. Identify and research, often through consultation with stakeholders, additional information needed to properly acknowledge, attribute, and track gifts to GPEP.

5 % D. Event Planning

• Identify and reserve appropriate spaces for all Towson campus GPEP events. Communicate with other offices of the college (e.g., FMS, IT) to ensure each event's set-up and equipment needs are met.
• Collaborate with GPEP team members to determine the necessary refreshments and materials for each event.

5 % E. Budget

• Reconcile key areas of GPEP income and expenses for review by the GPEP Director of Operations and Prison Affairs.

Education:

Required: High school diploma or GED

Preferred: Bachelor's degree

Professional Experience:

Required: 3 years of professional clerical and/or events experience in a busy setting.

Preferred: Demonstrated success in an office setting, experience with inventory management, experience with database management systems, and informal/formal supervisory experience.

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Job Category:

Staff

Pay Range:

$19.00-$22.50

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Goucher Benefits Information

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Application Instructions:

Consideration of applications will begin immediately and will continue until the position is filled.

Please submit the following application materials:

• Cover Letter

• Resume

• 3 references

Goucher College is an Equal Opportunity Employer

Candidates must be able to provide proof of eligibility to work in the USA. No Visa sponsorship is offered for this position.

Goucher College is committed to increasing the equity of our community and seeks applicants dedicated to applying principles of equity and inclusion in all areas of the campus community.